CASE STUDY
Reimagining Workplace Operations Through a Unified Office Management Platform
A unified workspace management platform designed to help businesses streamline daily operations, employee workflows, and administrative tasks from a single place.
ROLE
Product Designer
RESPONSIBILITIES
User research, Product strategy, User flows, Information architecture, UX/UI design, Design system, Implementation, User Testing
MEET THE COMPANY
Botanic is a fictional company created for this case study. It combines insights and workplace scenarios from multiple organizations I studied during my research, allowing me to present a realistic design solution while maintaining the confidentiality of those organizations. ​
DEMOGRAPHIC
10000+ Employees
350+ Staff
4 Storey Parking
LOCATION
Divyashree IT Park,
Bannerghatta Rd,
Bengaluru, Karnataka, India
WORKPLACE
A large corporate campus with multiple office buildings, cafeterias, partner-operated food courts, fitness and recreational facilities, meeting spaces, and visitor services.
Problem Statement
Modern workplaces rely on multiple disconnected tools to manage everyday operations such as employee requests, visitors, meetings, assets, facilities, cafeteria and internal communication.
This created:
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Fragmented workflows
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Repetitive manual tasks
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Poor visibility across departments
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Dependency on spreadsheets and emails
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Difficulty tracking operational activities in real time
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Lot of time spent navigating the workspace
The organization needed a centralized platform that could reduce operational complexity and help teams manage workplace activities efficiently.
KEY FINDINGS
Discovery and Research
RESEARCH GOALS
Questions I asked -
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Which workplace tasks take up most of your time? Why?
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Which workplace processes feel slow or frustrating?
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Walk me through your lunch break. Is it usually smooth?
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How do you communicate with different teams across the company?
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Do you use amenities like the gym, pool, or recreation areas? How do you book them?
RESEARCH METHODS
I interviewed stakeholders across different departments to understand their unique workflows and challenges.
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HR Teams - Employee communication & engagement
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Office Administrators - Facilities, requests & daily operations
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Managers - Team coordination & approvals
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Employees - Daily workflows & workplace experience
COMPETITIVE ANALYSIS
I evaluated existing workplace management platforms to identify best practices and opportunities for improvement.
Areas of Evaluation - Onboarding, Dashboard Experience, Request management, Reporting & Analytics, Appointments and Bookings, Employee Connections
Platforms Reviewed :
Key Insights
91%
Users had to switch between multiple platforms to complete everyday workplace tasks, resulting in fragmented workflows and unnecessary context switching.
47%
Employees reported feeling mentally exhausted, isolated, or disconnected despite working in a collaborative office environment.
63%
Employees spent a significant portion of their lunch break deciding where to eat, waiting in queues, or travelling between food outlets, often skipping meals altogether.
82%
Tracking workplace requests across different departments lacked transparency, leaving employees unsure of request status, ownership, or expected resolution.
68%
Employees found it difficult to keep up with learning opportunities and professional growth in a fast-paced organization.
77%
Users felt disconnected from colleagues outside their immediate teams, making cross-functional collaboration slow and dependent on word-of-mouth or multiple communication tools.
User Persona
SHREYA, 30
Operations Manager,
Microsoft, Bengaluru
Goals
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Manage office activities efficiently
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Make the most of her limited break time
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Grab lunch quickly without disrupting her schedule
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Stay energized and productive throughout the day
Frustrations
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Has only a 30-minute lunch break but spends much of it waiting in queues
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Often settles for limited food options or skips meals during busy days
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Returns to work feeling tired, distracted, and mentally drained
Needs
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A seamless food ordering experience that allows her to browse vendors, pre-order meals, and schedule pickup or delivery, so she can spend her break eating instead of waiting.
PRAVEEN, 53
Information Technology,
Infosys, Chennai
Goals
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Resolve employee requests efficiently
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Track open tickets across departments
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Reduce repetitive manual work
Frustrations
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Requests come through multiple channels
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No centralized view of ticket status or ownership
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Frequently follows up with employees personally for missing information
Needs
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A unified request management system with real-time tracking and clear ownership.
KAPIL, 23
Customer Success,
Delloite, Hyderabad
Goals
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Stay connected with cross-functional teams
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Find the right people quickly
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Balance client work with internal collaboration
Frustrations
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Often misses wellness events and learning opportunities
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Finds it difficult to discover and book workplace facilities
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Feels disconnected in a fast-paced work environment
Needs
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A centralized platform that makes wellness programs, recreational facilities, learning resources, and company events easy to discover and access.
MARKET RESEARCH
Competitor Analysis
COMPETITOR
STRENGTHS
WEAKNESS / OPPORTUNITIES
MICROSOFT (Teams + SharePoint + Viva)
Deep integration with Microsoft ecosystem, communication, document management
Complex navigation, fragmented experience across multiple products, steep learning curve for non-technical employees
GOOGLE (Workspace)
Excellent collaboration, calendar, file sharing
Not designed for workplace operations such as visitors, facilities, maintenance, assets or internal requests
ENVOY
Limited beyond workplace logistics. Organizations still require additional HR and operations platforms
Best-in-class visitor management, desk booking, deliveries
ROBIN POWERED
Hybrid workplace scheduling, meeting rooms, occupancy analytics
Focuses primarily on office space utilization rather than complete office administration
KISSFLOW
Powerful workflow automation
Requires significant customization and is less approachable for everyday employees
ZOHO (WorkDrive + People + Creator)
Affordable ecosystem with many business tools
Experience feels fragmented between products and lacks a unified workplace experience
DESIGN | SOLUTION 01 | Reduce cognitive overhead at the beginning of every workday
Personalised Dashboard
CONTEXTUAL NAVIGATION
The left navigation groups features by employee needs rather than business systems:
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Daily Work
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Human Resources
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Office Life
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Learning & Resources
This reduces cognitive load and makes frequently used features easier to discover.
QUICK OVERVIEW
The top section provides an at-a-glance summary of the employee's day, including meetings, logged hours, unread messages, open requests, documents, and meal credits.
Why? ... Employees shouldn't have to open multiple modules to understand what's important today.
MEETINGS AND SCHEDULES
A visual timeline displays upcoming meetings, making it easier to manage time and prepare for the day ahead without switching to an external calendar.
Why? ... "What does my day look like?"
TASK MANAGEMENT
A lightweight task list allows employees to manage personal work alongside workplace responsibilities from one place. integrated ticket numbers help users quickly jump into related workflows.
​
Why ... "What needs my attention right now?"
COMMUNICATION
Recent messages, announcements, and important updates are consolidated into a single feed, helping employees stay informed without checking multiple communication channels.
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Why ... "What have I missed?"
​
LEARNING AND GROWTH
Upcoming workshops and learning sessions are surfaced directly on the dashboard, encouraging continuous learning without requiring employees to actively search for opportunities.
​
Why ... "What's happening around the company today?"
DESIGN | SOLUTION 02 | Minimize non-value-adding interruptions throughout the day.
Smart Food Ordering
ALL VENDORS IN ONE PLACE
Browse menus from every cafeteria and food court partner without visiting multiple locations.
DIGITAL ORDERING
Pre-order meals, skip long queues, and schedule pickups around meetings and busy workdays.
DELIVERED TO YOUR OFFICE DESK!
Deliver meals directly to meeting rooms or workstations when stepping away isn't an option.
MEAL CREDITS
View available meal credits, manage balances, and complete purchases without switching between systems.
DESIGN | SOLUTION 03 | Reduce the cost of finding expertise.
Stay Connected - Employee Directory
FIND THE RIGHT PEOPLE, FASTER
Search and filter employees by name, department, or role to quickly identify the right point of contact.
REAL TIME AVAILABILITY
View an employee's online status, leave status, and contact information before reaching out.
BETTER CROSS FUNCTIONAL COLLABORATION
Access professional profiles, department details, and direct contact information to reduce communication barriers and improve collaboration across teams.
DESIGN | SOLUTION 04 | Increase utilization of employee benefits by reducing discovery friction.
Wellness and Perks
ONE PLACE FOR EMPLOYEE SUPPORT
Book health appointments, access counselling services, connect with mentors, or explore workplace support programs without navigating multiple systems.
CONTINUOUS LEARNING AND GROWTH
Discover curated courses, workshops, and skill-building programs that support both personal wellbeing and professional development.
DESIGNED FOR BUSY SCHEDULES
Quick exercises and bite-sized learning sessions help employees invest in their wellbeing without disrupting their workday.
EVERYDAY ENCOURAGEMENT
Surface wellness resources and company initiatives directly within the workplace platform, making healthy habits easier to build over time.
EXECUTION
Implementation Timeline
SCENARIO 01
REPLACING AND EXISTING BROKEN SYSTEM
